The Administrative Coordinator supports the department by performing advanced duties, ensuring completion of deliverables and adherence to company Best Practices and Service-Level Agreements, and assisting with high-level correspondence on behalf of managers.
The Administrative Coordinator reports directly to the Operations Manager
Pay Rate: 20.00/hr
Available Shifts
Hours: 7am – 4pm EST
Hours: 10am – 7pm EST
Hours: Floating Shift Coverage 7am – 7pm (standard is 8am – 5pm EST)
Key Administrative Coordinator Accountabilities
- Act as Workforce Coordinator under direction of Operations & Attorney Managers – Assist with attorney onboarding/offboarding, directives, and communications
o Track attorney attendance of virtual meetings
o Assist with onboarding/offboarding of salary and of-counsel attorneys
o Coordinate with Executive Assistant and Attorney Managers on attorney travel arrangements
o Oversee Teams chats and report coaching opportunities to management and add/remove members as needed
o Preparation & distribution of Attorney Weekly Quality and Attrition Reports
o Approve Attorney payroll (time & attendance) in Insperity
Responsible for Calendar Management Best Practices – Oversee attorney calendars in accordance with company Calendar Management Best Practices
o Calendar Management, including Daily Calendar Check & Calibration of Department Calendars
o Establish calendars for new hires and activating them in the company CRM
o Monitor and adjust attorney calendars as needed
o Coordinate multiple attorney calendars at the state level to ensure appropriate coverage
o Coordinate coverage for urgent and planned time off
o Ensure appropriate use of resource attorneys
o Block off times for holidays, training, meetings, and as directed by management
o Act as company/department liaison regarding attorney schedule/availability
o Process Spiceworks tickets and proxy attorney time off requests
o Organize department meetings from Level 10 to-do list
Oversight of Attorney Deliverables Management – Ensure all attorney deliverables are completed in accordance with company Service-Level Agreements
o Monitor attorney progress on deliverables daily
o Coordinate completion of deliverables when an attorney is out of office
o Follow-up with attorneys to request completion of deliverables on a daily basis
o Track completion of deliverables in accordance with service-level agreements and report to management on a weekly basis
o Monitor outstanding file review reports and progression toward monthly goal and report to management on a weekly basis
o Investigate and report on feedback provided by affiliates
o Communicate with attorneys on deliverables that need urgent attention outside of the standard process as directed by management
o Facilitate attorney appointments and offer approvals that cannot be scheduled through normal channels
Oversight of Attorney Case Management - Ensure attorney cases are completed in accordance with company Service-Level Agreements
o Monitor Attorney Request cases opened on a daily basis
o Escalate cases to when appropriate action isn’t taken and/or follow-up is needed
o Provide updates to attorneys as tasks are completed
o Track trends in cases and report to management
o Attend company meetings and events
o All other duties as assigned
Required Skills & Abilities:
- Proven ability to analyze complex problems, identify root causes, and implement practical, scalable solutions.
- Skilled in investigating operational issues, conducting fact-finding, and developing clear action plans.
- Demonstrated experience in process improvement, workflow optimization, and eliminating inefficiencies.
- Comfortable managing cross-functional operational tasks, ensuring accuracy, compliance, and timeliness.
- Excellent organizational skills and attention to detail.
- Excellent interpersonal skills with the ability to communicate in a cross-departmental setting.
Education & Experience:
- 2-3 years of administrative coordination experience in a legal, corporate, or professional services environment.
- Strong organizational and calendar management skills, with the ability to coordinate multiple schedules and ensure coverage across teams.
- Experience tracking deliverables and performance metrics to meet Service-Level Agreements (SLAs) and reporting requirements.
- Excellent communication and interpersonal skills, with professionalism and discretion when working with attorneys, managers, and executives.
- Technical proficiency with CRMs, Microsoft Office Suite, Teams, and workforce/payroll systems (e.g., Insperity).
